Flowchart Symbols: What They Represent?

Explore various flowchart symbols, and learn about what they represent.

Author:Geetesh Bajaj

Date Created: July 18, 2013Last Updated: July 18, 2013

The various flowchart symbols available within the Shapes galleries of Microsoft Office applications can represent different concepts -- on
this page, we show you a visual representation of each of these flowchart symbols along with their names and a brief description.

Shape

Shape Name

Description

Process

The Process (typically a Rectangle) shape shows a process, task, action, or
operation. This shape represents something to be done or an action to be taken. Note that the
text within the Process shape almost always includes a verb.

Alternate Process

Alternate Process (typically a rounded Rectangle) allows you to specify an
alternate process – compare the rounded edges of this rectangle vs. the sharp corners of the
conventional Process shape. Often, this shape is used for an automated activity that happens
faster than the conventional Process.

Decision

A Decision shape denotes a question or a branch in the flowchart sequence. Most
of the time, you see two branches emanating from a Decision shape – these are Yes
and No responses – rarely, you may see a third branch emanating with a
Maybe response.

Data

A Data shape (typically a Parallelogram) is used to show input or output from a
data source. Examples include receiving a report, getting an e-mail, getting an order, receiving
data in some format, generating a report, sending an e-mail, faxing a message, etc.

Predefined Process

This shape is used for a process that has already been defined elsewhere. This
indicates that there is another flowchart available for this predefined process, and you should
reference that source for more information. The Predefined Process shape is also known as a Subroutine,
and typically is used to simplify complex flowcharts by moving a large part of the flowchart to
another flowchart. Optionally, you can then hyperlink this shape to the other flowchart.

Internal Storage

This shape represents data stored -- and is used mainly in computer programming
flowcharts. Typically refers to data stored in memory.

Document

A Document or a Report is represented by a rectangle with a curved bottom-left area.
Also represents a printed document.

Multidocument

This shape is same as Document - but with multiple documents or reports. This can
also represent multiple printed documents.

Terminator

This shape depicts the start or stop point in a process. To designate the start of
flowchart, type words like Start or Begin within this shape.

Preparation

This shape is used to depict a step that involves preparation, such as setting up
your equipment or even a process.

Manual Input

This shape depicts manual input -- such as entering data into a computer via a keyboard.

Manual Operation

Represented by a Trapezoid shape, this depicts a manual operation. This indicates
any operation or adjustment that has to be done manually by the user, as opposed to doing the
same activity automatically.

Connector

This shape is generally used in complex flowcharts to connect one point of the
chart with another without having to draw a line. Typically such shapes may also contain text
within the Connector symbol.

Off-Page Connector

This shape is to show that the flowchart is continued onto another page. A
letter or page number in the shape guides you where to go. Note that such Off-Page connectors
can be rotated to indicate the direction of the other page.

Card

This shape depicts an old IBM-computer styled punch card -- rarely used in
present day flowcharts.

Punched Tape

This shape depicted an old computer punched tape input -- again rarely used in
present day flowcharts. Sometimes, this shape is also called a Paper Tape.

Summing Junction

This shape is used when multiple input branches converge into a single process.
It’s also used as the logical AND.

Or

This shape performs a logical OR on the input braches. Also,
this shape can have multiple output branches.

Collate

The Collate shape sequences Merge plus Extract.
This shape is used to merge multiple processes that result in extracted processes – more often than
not, the outcome is a standard format or arrangement.

Sort

The Sort shape sequences Extract plus Merge.
This shape is used to extract a single source to multiple results and then converge them back to
a single merge point – more often than not, the outcome is arranging a set of data into a pre-defined
order.

Extract

The Extract (split processes) shape removes one or more specific sets of items from
a set. Also depicts storage of finished goods.

Merge

The Merge (storage) shape is used to merge multiple processes into one. Also depicts
storage of raw material.

Stored Data

This shape represents a general data storage. The data may be stored on a hard drive,
magnetic tape, memory card, of any storage device.

Delay

This shape represents a waiting period where no activity is done. This shape is
important as the delay may result in adding to the cost of the product or simply delaying the
production. Delays should be analyzed to see if they can be minimized or eliminated.

Sequential Access Storage

Sequential Access Storage (magnetic tape) is akin to an old reel of tape representing storage.

Magnetic Disk

This shape depicts a database of any type such as: Microsoft Access, SQL Server, etc.

Direct Access Storage

A cylinder represents Direct Access Storage. A hard drive is referred to as direct
access storage since any sector on the drive can be accessed.

Display

This shape refers to the display on a PC, indicating that the information is being
displayed to the user.

Figure 1 below shows some flowchart shapes -- quick, can you identify these shapes? If you need help, look earlier on this page to find representations of these three shapes and what their names are!

Have your ever used keyboard shortcuts and sequences in PowerPoint? Or are you a complete keyboard aficionado?
Do you want to learn about some new shortcuts? Or do you want to know if your favorite keyboard shortcuts are documented?